Privacy Policy

Scout Event Manager is a platform for running scout camps, jamborees and activity weekends. It is operated by Mack IT Consulting Ltd, a company registered in England and Wales, company number 14078171. Our registered office is on the Companies House public register.

For anything in this policy, including a request about your own data, email privacy@scouteventmanager.com. A person reads that address, not a ticketing robot.

It depends on which data, and this matters if you want to ask for a copy or a deletion.

Your own account. When you create an account, we decide what to collect and why. In data protection terms we are the controller, and you can come straight to us.

Information about people attending an event.The group or team running that event decides who attends, what to ask them and what to do with the answers. They are the controller. We hold and process that information on their behalf, so we are the processor. If your child is attending someone's camp, their leaders or the event organisers are the first people to ask. Contact us as well if you would rather, and we will point you to the right organiser and help them act on it.

We do not sell personal data, and we do not use it to advertise to you.

If you have an account:

• your name, email address, password, date of birth, gender and phone number
• your address, emergency contacts and any medical or dietary information you add
• your scout group and the events you are part of
• a profile photo, if you upload one
• if you buy a plan, your billing name and email, held with our payment providers

If you are attending an event: the same kinds of details, added either by you, by your leaders, or imported from Online Scout Manager by your leaders. That can include dates of birth, medical and dietary needs, emergency contacts, consents recorded in Online Scout Manager, and signed activity permission forms.

If you are a parent, guardian or emergency contact: your name, email address and phone number, given by the person making the booking. If you sign an activity permission form we also record your name, your relationship to the young person, the time you signed and the IP address you signed from, so the signature can be relied on.

While you use the platform: we keep security and diagnostic records that include your IP address, browser or device, and the times you sign in. We record QR code scans and check-ins at events, photos and captions posted to Photo of the Day, entries submitted to challenges, messages sent through the platform, and a copy of the emails we send you. The mobile app records which screens are used, along with the device model, its operating system and the app version, so we can find and fix problems.

Payments. If you pay by card or set up a Direct Debit, your card or bank details are entered directly with Stripe or GoCardless. They never pass through Scout Event Manager, and we never see or store them.

Medical conditions, allergies, medication and some dietary needs are health information, which the law protects more strictly. We hold it for one reason: so that the people running an event can look after the people at it.

It is given to us either by you or by your leaders with your agreement, and it is shown only to the event team and first aiders who need it. Scanning an attendee's QR code shows medical details and emergency contacts to those roles only. Everyone else sees no more than a name and group. In a genuine emergency we would also rely on protecting someone's vital interests as our reason for sharing it.

Most people at a scout event are under 18, and their records are usually created by their leaders or by the adult making the booking, not by the young people themselves. Those adults are responsible for having the right consent from parents and guardians before entering a child's details, and for keeping them accurate.

Children's information is treated exactly like everyone else's in this policy, with the extra protections in section 4 for anything health related. If you are a parent or guardian and want to know what is held about your child, or want it removed, contact the event organiser or email us and we will help.

Photo of the Day lets attendees post photos to an event, which may include photos of young people. Photo consents recorded in Online Scout Manager are imported with the rest of a member's details, but the platform does not yet check them automatically before a photo is posted. Event organisers should set their own photo rules and remove anything that should not have been shared. We are working on enforcing those consents in the platform itself.

• To run the service you have asked for, including your account, bookings, programmes, messages and payments. Our basis is performance of a contract.
• To keep people safe at events, which covers medical details, emergency contacts and permission forms. Our basis is the legitimate interests of the event organiser and the people attending, and for health information the explicit consent given when it was provided, or someone's vital interests in an emergency.
• To keep the platform secure and working, which covers sign-in records, security logs, rate limiting and diagnostics. Our basis is our legitimate interest in protecting the service and the data in it.
• To meet our legal obligations, such as keeping financial records.

We use a small number of suppliers to run the platform. They only act on our instructions, and each one sees only what it needs:

Inside an event, your information is visible to the people running it, according to their role. Health details and emergency contacts go to the event team and first aiders only.

We would also share information if the law required it, or to protect someone's safety.

The database, uploaded files and the software that processes them run in Google's London region, in the United Kingdom. The web servers that deliver the site run in Google's Finland region, inside the European Economic Area. Backups are kept for 14 days.

Our suppliers may process data outside the UK. Where they do, they are covered by UK adequacy regulations or standard contractual clauses.

We keep your information while your account is active, and while the events you are part of are still running or being wound up. We delete it on request.

To be straightforward with you: there is no automatic clear-out on a fixed schedule at the moment, so data from a past event stays until the organiser removes it or someone asks us to. We are building a proper retention rule. Until then, if you want your information removed, ask and we will remove it. Financial records are kept for as long as tax law requires.

Under UK data protection law you can ask us to:

• give you a copy of the personal data we hold about you
• correct anything that is wrong
• delete it
• stop or limit how we use it
• send it to you, or to someone else, in a portable format
• stop relying on consent you gave earlier, at any time

You can edit most of your own details on your profile page at any time. For anything else, email privacy@scouteventmanager.com and we will deal with it within one month. There is no self-service export or delete button yet, so these requests are handled by a person. We are building the tools to make them immediate.

If your request is about data belonging to an event you attended, we may need to pass it to the organisers who control it, and we will tell you when we do.

The data deletion page explains exactly what to send us.

We only use cookies that are needed to make the site work, such as keeping you signed in. There are no advertising or tracking cookies. The cookie policy lists every one of them.

If you are unhappy with how we have handled your information, please tell us first at privacy@scouteventmanager.com so we can put it right.

You can also complain to the Information Commissioner's Office, the UK data protection regulator, at ico.org.uk or on 0303 123 1113.

If we change how we use personal data, we will update this page and change the date at the top. If the change is significant we will tell account holders by email.

Questions about anything else are welcome at support@scouteventmanager.com or through the contact form.